Private Personal Assistant and House Manager to HNWI

Job Description

About You

We are looking for a dynamic and driven individual who is passionate about organization and efficiency. You have excellent communication skills and can adapt your communication style to suit the needs of different people. You are a problem solver at heart, able to think creatively and attentive to details. You also value confidentiality and be trusted to always maintain discretion. Above all, you are eager to learn, grow and take on new challenges.

Goal of this role

The goal of the Private Personal Assistant and House Manager to HNWI is to provide comprehensive and personalized support to the HNWI in managing her daily affairs, enabling them to focus on her professional and personal goals in a discreet and efficient manner. This is a role that will require you to provide true right-hand support to the HNWI across her personal interests which will include lifestyle management and business support.

Objectives of this role

• Maintaining a high level of organization and efficiency in managing the HNWI’s daily affairs, including scheduling, travel arrangements, correspondence, and communication with other professionals and stakeholders.
• Providing a high level of discretion and confidentiality in handling sensitive information and interactions on behalf of the HNWI.
• Anticipating and proactively addressing the needs and preferences of the HNWI and making recommendations for improvements and optimizations to the HNWI’s daily routines and processes.
• Managing household staff and coordinating logistics for events and social functions in a seamless and efficient manner.

Supervision

This role reports directly to the HNWI.

Major Responsibilities

• Managing dairy as per HNWI’s schedule, including booking, and arranging appointments, meetings, and travel arrangements.
• Screening and managing incoming calls, emails, and other correspondence, responding to, or redirecting as necessary.
• Preparing and reviewing documents and presentations, including reports, agendas, and briefing papers.
• Handling personal tasks such as managing household staff, organizing social events, and running errands.
• Liaising with business contacts, associates, and family members on behalf of the HNWI.
• Researching and providing information on various topics as requested.
• Managing and maintaining databases and filing systems.
• Managing expenses and assisting with financial tasks as required.
• This role involves travelling with HNWI if required.

Tasks

Managing and maintaining the HNWI’s schedule, including booking, and arranging appointments, meetings, and travel arrangements.

• Organising and managing the HNWI’s calendar, in a precise and timely manner, ensuring all appointments and events are scheduled and communicated effectively.
• Anticipating potential scheduling conflicts and proactively resolving them.
• Arranging travel accommodations and logistics, including flights, transportation, and accommodation for HNWI and family.
• Ensuring the HNWI is prepared and briefed for all scheduled appointments and meetings.

Screening and managing incoming calls, emails, and other correspondence, responding to, or redirecting as necessary.

• Handling all incoming communications for the HNWI, including phone calls, emails, and postal mail.
• Responding to routine inquiries on behalf of the HNWI or redirecting to the appropriate individual.
• Monitoring all incoming communications to ensure urgent matters are addressed promptly.
• Managing the HNWI’s email inbox, including filtering spam and prioritising important messages.

Preparing and reviewing documents and presentations, including reports, agendas, and briefing papers.

• Drafting, reviewing, and editing documents and presentations as requested by the HNWI.
• Ensuring all materials are properly formatted, error-free, and meet the HNWI’s standards.
• Conducting research and fact-checking as needed for reports and presentations.
• Creating agendas and briefing papers for meetings and appointments as requested.

 Handling personal tasks such as managing household staff, organising social events, and running errands.

• Arranging and booking appointments for visa applications for the household staff.
• Preparing items of luggage before travel and ensuring all necessary items such as toiletries, clothing, documents, and medicines are packed and organized. Assist with unpacking after arrival.
• Managing the household staff, organizing social events, booking lunches and dinners, personal/grocery shopping, and running errands.
• Managing multiple properties, coordinating with international courier deliveries, and undertaking other highly confidential corporate households with strong attention to detail and utmost efficiency.
• Ensuring the HNWI’s personal affairs are organised and managed efficiently.
• Handling all personal tasks with the utmost discretion and professionalism.
• Arranging or troubleshooting any facilities or maintenance.
• Providing extensive research related to the family’s needs.
• Managing various projects, house refurbishments and renovations, etc.

Liaising with business contacts, associates, and family members on behalf of the HNWI.

• Acting as a liaison between the HNWI and their business associates, colleagues, and clients.
• Communicating with the HNWI’s family members and close associates as requested.
• Maintaining a professional and courteous demeanor at all times when representing the HNWI.

Researching and providing information on various topics as requested.

• Conducting research on various topics, including business trends, travel destinations, and industry developments.
• Compiling and analysing research data to create reports and presentations.
• Staying up to date on current events and news related to the HNWI’s interests and business.

Managing and maintaining databases and filing systems.

• Creating and managing databases to track relevant information and data.
• Developing and maintaining effective filing systems to organise important documents and materials.
• Ensuring all files and databases are up-to-date, accurate, and easily accessible.

 Managing expenses and assisting with business tasks as required.

• Tracking and managing the HNWI’s expenses, including credit card statements, bills, and reimbursements.
• Working with the HNWI’s financial advisors and accountants to ensure financial matters are managed effectively.
• Liaising with legal.

Required Skills

• Excellent organisation and time management skills.
• Strong interpersonal and communication skills to effectively interact with the HNWI and its network of professionals.
• Flexibility and adaptability to handle unexpected changes and requests.
• Trustworthy.
• Ability to work independently and take initiative while also being a team player.
• Professionalism, poise, and a pleasing personality.
• Proficient in Microsoft Office Suite and other relevant software.
• Speed and accuracy.
• Flexible with working hours.
• Excellent attention to detail and ability to multitask.

Required Education, Qualification, and Experience

• Bachelor’s degree in business administration, hospitality, communications, or secretarial studies, can be beneficial.
• Additional training or certification in areas such as project management, event planning, or finance can be helpful.
• Minimum of 1-3 years of experience in assisting HNWIs and experience in carrying out personal PA tasks.
• Creative, dynamic, and always shows professionalism and courteousness.
• Must possess a valid UAE driving license.